Register a purchase order

To indicate that an order has arrived in your warehouse, it is important to book it in, in this article you will find how this is done in Optiply

 

Note: This article is only applicable if you connect Optiply with a system that does not have its own booking module (e.g. Lightspeed). In case that your source system has its own booking module (e.g. Exact or Picqer) you need to book it in there. This article will not applicable.  

If you use a fulfilment party next to Optiply, see the paragraph 'Booking in combination with e-fulfilment' later in this article.


After your placed orders have been delivered it is essential to process them correctly as soon as possible. Herewith your customers can actually order the new stock and that the stock positions within Optiply are correct for future orders.


The register overview

To register new orders in Optiply follow the next steps: The overview of the purchase orders you still need to receive can be found by clicking on 'Purchase' in the left menu and then on 'Book in' at the top. The page looks like this: 

The overview consists of two parts: 

  1. Orders from today or earlier
    The orders based on the completed delivery time should be received by today or sooner. This list should be a small list. If an order is in this list for a very long time it is wise to contact the supplier to find out what causes the delay.  
  2. Orders after today
    This contains all orders that we expect to receive after today. If an order arrives earlier it is no problem to book an order from this list in advance. 

On this page, you can use the 'Book in' button to go to an individual booking order to process it. It is also possible to download the corresponding Excel/CSV/PDF of the order via the 'Options' button. Next to the original purchase order, you can also download a list of products to be received. The list can be useful for partial deliveries.

Register an order

After clicking on 'Book in' the booking screen opens. The goal of this module is to book the exact incoming quantities into your stock as efficiently as possible. See the image below.

Booking a received order in Optiply consists a number of steps, it is important to minimize errors in this process. Herewith you will prevent stock differences and your order advices will deviate. Follow the steps below:

  1. You will receive the order from the supplier. Search for the right purchase order in Optiply that goes with the delivery note of the supplier (Tip: ask your supplier if he wants to put Optiply's order number on the packing note, this prevents mistakes). Click on the 'book in' button of the purchase order in question, so that a similar screen image as above becomes visible. 
  2. Check whether the quantities per product on the packing slip are equal to what was actually delivered. For each of the deviating values, adjust the column 'Received' in the booking module. Do this for each lines in your booking module. Place the received products at the correct stock locations in your warehouse. 
  3. When handeling a partial delivery (and the rest of the order will arrive later)? Click on 'actions' -> 'save' to update the changes in your stock at the same time. The remaining part of your booking order will be available in the inbound overview. Is it a final delivery (and any products that have not been delivered will no longer come in?) Click on 'actions' -> 'save and close' to update the changes in your stock to finalize the order. 

In addition to receiving an order, it is also possible to cancel an order (e.g. if it is no longer delivered at all) by clicking on 'actions'-> 'cancel' within an individual purchase order. Attention: this can not be undone anymore.

Tip:
It is possible to customize the booking module to your own wishes. There are two possibilities:
1. 'Receive everything': If ten orders are ordered, the 'receive' field in the booking module will show 10 as standard.
2. Receive 0': When opening a book order the entire 'received' column will be set to 0. This is useful when your suppliers don't deliver many products at all. Please contact us via the chat for more information about this. 

 

Register within Optiply in combination with e-fulfilment

PLEASE NOTE: If you are using a fulfilment party, please let us know by chat before you start your first booking. We will help you by setting everything up in Optiply correctly. 


If you use e-fulfilment, your registrations will of course be done at your fulfillment party. They will send the stock changes to your webshop, from where Optiply will receive them again. This is fully automatically. However, it is important to indicate in Optiply which orders are still expected in order to ensure that the stock positions (= physical stock + outstanding orders) are correct. If your physical stocks increase (via the booking of the fulfilment batch) and your outstanding orders do not decrease, your advice will be too low for subsequent purchase orders.

Tip:
By default, it is not possible to cancel your outstanding orders automatically. However, the API of Optiply makes it possible to automate this completely. Please contact us via the chat, we will be happy to help you on your way.


The standard manual insertion process for e-fulfillment is as follows:

  1. You receive a signal from your e-fulfillment party that an order has been received. Make sure you match this with the correct order within Optiply. This can be done when either your supplier or your e-fulfillment party send you a confirmation. Hereby it is prefered to process Optiply's order number on the confirmation. Open the corresponding booking order within Optiply. 
  2. Is it a final delivery (not delivered products will not be delivered anymore): 'Actions' --> 'Save and close'. In this way the outstanding orders will be debited in Optiply. You are now ready for the next purchase orders. Unfortunately, you often won't receive the exact numbers for a purchase order from your fulfillment party. Do you have the change to receive and process these quantities within Optiply? This data will indicate a good reliability of your supplier. However, if you don't receive the right data, then this is not a major problem. You can close the purchase orders without making any adjustments.